PROTECTION OF YOUR PERSONAL DATA

This privacy statement provides information about the processing and the protection of your personal data.

Processing operation: Web archive of the European Union

Data Controller: Publications Office of the European Union, unit A.4, "Preservation and Legal Deposit"

Record reference: DPR-EC-00861

Table of Contents

  1. Introduction
  2. Why and how do we process your personal data?
  3. On what legal ground(s) do we process your personal data?
  4. Which personal data do we collect and further process?
  5. How long do we keep your personal data?
  6. How do we protect and safeguard your personal data?
  7. Who has access to your personal data and to whom is it disclosed?
  8. What are your rights and how can you exercise them?
  9. Contact information
  10. Where to find more detailed information?

1. Introduction

The European Commission (hereafter ‘the Commission’) is committed to protect your personal data and to respect your privacy. The Commission collects and further processes personal data pursuant to Regulation (EU) 2018/1725 of the European Parliament and of the Council of 23 October 2018 on the protection of natural persons with regard to the processing of personal data by the Union institutions, bodies, offices and agencies and on the free movement of such data (repealing Regulation (EC) No 45/2001).

This privacy statement explains the reason for the processing of your personal data, the way we collect, handle and ensure protection of all personal data provided, how that information is used and what rights you have in relation to your personal data. It also specifies the contact details of the responsible Data Controller with whom you may exercise your rights, the Data Protection Officer and the European Data Protection Supervisor.

The information in relation to processing operation Web archive of the European Union undertaken by unit A.4, "Preservation and Legal Deposit" of the Publications Office of the European Union is presented below.

2. Why and how do we process your personal data?

Purpose of the processing operation: Unit A.4, "Preservation and Legal Deposit" of the Publications Office maintains the Web archive of the European Union to preserve the websites of the EU institutions, agencies and bodies. The web archive is created by automatic crawling of a selection publicly accessible websites hosted by the EU institutions. The archive thus created is accessible to the public online.

The archiving operation may capture personal data that was previously publicly available on the EU institutions' websites: if the website owners published personal data on the original websites, the archived sites and pages may contain these data, i.e. the names and possibly contact details of EU staff and potentially of other persons involved with EU decision-making such as national experts. If this is the case, pages containing personal data can be hidden from public view at the request of the website owner.

This processing operation serves the explicit purpose of archiving in the public interest.

Your personal data will not be used for automated decision-making including profiling.

3. On what legal ground(s) do we process your personal data

We process your personal data, because the processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the Union institution or body.

Additional legal basis for the processing: mandate of the Publications Office, Decision 2009/496/EC, Euratom of the European Parliament, the Council, the Commission, the Court of Justice, the Court of Auditors, the European Economic and Social Committee and the Committee of the Regions of 26 June 2009 on the organisation and operation of the Publications Office of the European Union, especially its Art. 3(1)(g) and Art. 5(1)(m).

4. Which personal data do we collect and further process?

In order to carry out this processing operation unit A.4, "Preservation and Legal Deposit" of the Publications Office may in some cases collect the following categories of personal data:

  • first name and surname,
  • possibly contact details (work email address, telephone number, physical office address);
  • in exceptional cases, photo or other data.

The web archive of the European Union obtains this data by archiving the original, publically available EU websites.

5. How long do we keep your personal data?

Unit A.4, "Preservation and Legal Deposit" of the Publications Office keeps your personal data for the purpose of archiving in the historical interest, without time limit.

6. How do we protect and safeguard your personal data?

All personal data in electronic format (e-mails, documents, databases, uploaded batches of data, etc.) are stored either on the servers of the European Commission or of its contractor(s). All processing operations are carried out pursuant to the Commission Decision (EU, Euratom) 2017/46 of 10 January 2017 on the security of communication and information systems in the European Commission.

The contractors can be based outside the EEA. Currently, the Publications Office has web archiving contracts with Internet Archive, based in the United States of America and with GW Crossmedia, based in the Netherlands. Internet Archive does not take part in the EU-US Privacy Shield. However, all data are stored on servers located on the territory of the EEA, also the ones gathered by Internet Archive. The Commission’s contractors are bound by a specific contractual clause for any processing operations of your data on behalf of the Commission, and by the confidentiality obligations deriving from the General Data Protection Regulation (‘GDPR’ Regulation (EU) 2016/679).

In order to protect your personal data, the Commission has put in place a number of technical and organisational measures in place. Technical measures include appropriate actions to address online security, risk of data loss, alteration of data or unauthorised access, taking into consideration the risk presented by the processing and the nature of the personal data being processed. Organisational measures include restricting access to the personal data solely to authorised persons with a legitimate need to know for the purposes of this processing operation.

7. Who has access to your personal data and to whom is it disclosed?

Access to your personal data is provided to the Commission staff responsible for carrying out this processing operation and to authorised staff according to the “need to know” principle. Such staff abide by statutory, and when required, additional confidentiality agreements.

On the basis of recital 19, Art. 4(1)(b)+(e), Art. 13 and Art. 25(4) of Regulation (EU) 2018/1725, this potential transfer of personal data is considered justified since it serves the explicit purpose of archiving in the public interest.

The web archive of the European Union is publicly available on the internet.

8. What are your rights and how can you exercise them?

You have specific rights as a ‘data subject’ under Chapter III (Articles 14-25) of Regulation (EU) 2018/1725, in particular the right to hide your personal data from public view in the web archive and the right to restrict the processing of your personal data. Where applicable, you also have the right to object to the processing or the right to data portability.

You can exercise your rights by contacting the Data Controller, or in case of conflict the Data Protection Officer. If necessary, you can also address the European Data Protection Supervisor. Their contact information is given under Heading 9 below.

Where you wish to exercise your rights in the context of one or several specific processing operations, please provide their description (i.e. their Record reference(s) as specified under Heading 10 below) in your request.

9. Contact information

- The Data Controller

If you would like to exercise your rights under Regulation (EU) 2018/1725, or if you have comments, questions or concerns, or if you would like to submit a complaint regarding the collection and use of your personal data, please feel free to contact the Data Controller, unit A.4, "Preservation and Legal Deposit" of the Publications Office, info@publications.europa.eu.

- The Data Protection Officer (DPO) of the Commission

You may contact the Data Protection Officer (DATA-PROTECTION-OFFICER@ec.europa.eu) with regard to issues related to the processing of your personal data under Regulation (EU) 2018/1725.

- The European Data Protection Supervisor (EDPS)

You have the right to have recourse (i.e. you can lodge a complaint) to the European Data Protection Supervisor (edps@edps.europa.eu) if you consider that your rights under Regulation (EU) 2018/1725 have been infringed as a result of the processing of your personal data by the Data Controller.

10. Where to find more detailed information?

The Commission Data Protection Officer (DPO) publishes the register of all processing operations on personal data by the Commission, which have been documented and notified to him. You may access the register via the following link: http://ec.europa.eu/dpo-register.

This specific processing operation has been included in the DPO’s public register with the following Record reference: DPR-EC-00861.